Front Desk Coordinator, Office of the President

Purpose: To provide professional and administrative support to the operation of the President’s Office and to assist the Manager, Administration, and Operations in the successful completion of activities and responsibilities. Serves visitors by greeting, welcoming, and directing them appropriately. To ensure that the staff of the Office of the President is provided with top-quality administrative support for the smooth execution of all functions.

Principal Accountabilities:

• Serve visitors by greeting, welcoming, and directing them appropriately to their meeting
• Answer general walk-in inquiries from AUC’s Administration, Faculty, Student and Staff
• Answer the phone and handle the mail service
• Handle the logistical arrangements of meetings and preparation of the meeting rooms prior to the President’s meetings including creating Zoom links, requesting IT support, ensuring the rooms are equipped with the necessary tools, printing place cards and arrange for hospitality items and catering when needed
• Prepare meeting attendees lists and other documents
• Send security clearance for guests visiting the Office or the President’s residence
• Handle the President’s gift & mail logs
• Assist with office functions and purchase of office supplies
• Reserve rooms and venues for different meetings
• Follow up on RSVP of functions in the office
• Translate incoming correspondence
• Receive incoming memos and documents and circulate them to the appropriate staff member
• Assist with scheduling functions when necessary
• Prepare spreadsheets for meeting requests when required
• Assist with travel and logistics arrangements for the President, family and guests
• Coordinate with the Transportation Coordinator to book transportation as needed
• Assist in preparing various requisitions and forms such as mail, printing and duplicating, carpool, card designs and business cards orders
• Handle the data entry of the President’s contacts on Salesforce
• Help in the organization of special events handled by the Office including the Board of Trustees meetings
• Assist the Manager, Administration, and Operations in daily operational functions
• Perform other related duties as assigned

Requirements:

Minimum Education Requirement:

• Bachelor’s degree is required.

Experience:

• 5 years of experience including 3 years in office management and public relations

Skills:

• Excellent interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Must maintain a high degree of confidentiality at all times, flexibility, discretion, tact and diplomacy.
• Strong proficiency with English grammar and business correspondence with high level of attention to details and high level of accuracy.
• Excellent command of Arabic both spoken and written.
• Ability to work with staff, students, and faculty from diverse cultural backgrounds in a dynamic and complex environment within a large organization.
• Ability to work under pressure and meet deadlines.
• Ability to exercise independent judgment and take initiative.
• Proficient with Word, Excel, and Power Point.
• Exercise judgment and initiative in carrying out all office responsibilities and maintain confidentiality regarding all office affairs

The position is open until January 23, 2022

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

“We thank all individuals who have expressed interest in working at The American University in Cairo.”